TOWN OF PLYMOUTH MEETING MINUTES APRIL 8, 2024 -VIA COUNCIL CHAMBERS AND ZOOM  7:00 p.m.  I.  CALL TO ORDER - Mayor Brian Roth  Mayor Roth called the meeting to order and welcomed all attendees. He asked for a moment of silence and reflection for former Councilmember McNair who recently passed. Counciwoman Teel led with prayer. Mayor Roth led the Pledge  of Allegiance.  PRESENT ABSENT  COUNCILMEMBER  X X X X X  Mayor Roth Mayor Pro-Tempore Tharps Counciwoman Byers Counciwoman Davis Councilwoman Nixon Counciwoman Teel Councilman Wobbleton  X  X  II.  APPROVAL OF THE AGENDA  Mayor Roth stated that he was aware of one change on the Agenda = Consent Agenda Item B. He informed the Council that staff has asked if Consent Agenda Item B be combined with Old Business Item A. Mayor Roth asked if there were any other changes. Staff asked that New Business Item G be taken off of the Agenda. Town Clerk Wallace explained that there were several Consent Agenda Item letters that were changed, and the Consent Agenda Item of Consideration to Approve the Proposed Budget Amendment 2024-09 should be removed. She further explained that the Council did not have them in their Agenda Packets, and that she would pass them out. Town Manager Floyd expounded that some of the letters and numbers will change, and she and Town Clerk Wallace explained the differences. Mayor Roth repeated the changes. A motion to approve the Agenda with changes was made by Councilwoman Byers with a second by  Councilwoman Teel. The motion passed unanimously. NOTE: Councilman John Tharps arrived at 7:11 p.m.  III. PRESENTATIONS TO THE COUNCIL  There were no presentations to the Council.  April8 8, 2024 Town of Plymouth Regular Town Meeting Minutes  Page 1    IV. PUBLIC COMMENT  Town Clerk Wallace informed Mayor Roth that there are requests for Public Comment. Mayor Roth read a statement from Attorney Isenberg at the Attorney's request - "During Public Comment periods, speakers should not expect Council members to comment on or respond to their comments directly during the meeting. The Mayor, or presiding officer may, however, request the Town Manager's office to follow up with a speaker after the meeting or provide additional information to the Council at a later date." Public comments were then  made by the following persons:  Terri Pitt Yokonan Isreal Johnnie Boone Marty Brooks Sarah Baird-Forner DEPARTMENT REPORTS  V.  1. Financial Report - For the period ending March 31, 2024  Finance Officer Wallace explained that reports began with a summary from each Department. She explained percentages for line items that fell within a high range. Finance Officer Wallace also answered questions that the Council  might have. 2. - Police Department  Town Manager Floyd reported that Chief Williams was not in attendance due to his recent return from the trip with the Explorers. The Police Department  report is included in the briefing package.  3. Code Enforcement: 31, 2024.  Code Enforcement Officer Brown presented the report for the month of March  Move Outs the situation Dilapidated Houses  Three contacted the homeowners and the homeowners took care of  There are several dilapidated properties that are in process of being demolished including the old store located at 42 Mackeys Road  Abandoned Vehicles  April8, 2024 Town of Plymouth Regular Town Meeting Minutes  Page2    Two notices were sent out and two have been moved. There is  still an open case Grass and Weed Nuisance House Nuisance Ordinance Complaints investigated  Nine complaints with no positive responses  Three notices sent; received three positive replies  Four complaints with three positive responses. One is still being  Code Enforcement Officer reported that Spring Clean Up will take place on April 27th. He also stated that Prom is the same day, and a lot of young people will not be available. Code Enforcement Officer also reported the hours that the dumpsters will be available. He stated that the dumpsters will Counciwoman Nixon asked for clarification in regard to how many days it takes to abate nuisances per the policy. Code Enforcement Brown explained that he will confirm the days per the ordinance. Counciwoman Nixon, Councilwoman Davis, Code Enforcement Officer Brown, and Town Manager  be for the use of Town residents that receive utility bills only.  Floyd will meet to further discuss the ordinances.  4. Town Projects/Public Works:  Public Works Director Wright reported that 3 FEMA Grants are still in the close out process. As for the sewer plant and the generators, the Wooten Company will present a report for the AIA grant. The concrete pads have been poured for the Bulkhead Pump out Station. Public Works Director Wright iss still waiting on an updated letter from DEQ for the Viable Utility Grants. The Town will be applying for PARTF in May for Wilson Street Park. A water line has been installed for the Dog Park and fencing is being quoted. Counciwoman Davis began an extensive discussion regarding the installation of the water line and the Memorandum of Understanding agreement. Attorney Isenberg stated that she will look at the documents pertaining to this issue. A motion was made by Councilwoman Teel for the Town not to do anything further with the Dog Park until the Council hears from Attorney Isenberg and the changes have been presented to Council with a second from  Councilwoman Davis. Streets:  Asphalt patching around Town  Buildings and Grounds:  April8, 2024 Town of Plymouth Regular Town Meeting Minutes  Page3    Mowing season has started Pressure washed marina deck  Water:  Repaired leak at the following address: - 107 Country Club Drive  Sewer:  Cleared out sewer blockages at the following addresses:  529 Monroe Street 406 East 3-1/2 Street 312 Golf Road 109 East 3rd Street 103 Winesett Circle 104 Country Club Drive 108 Bowser Court 201 Pettigrew Drive  WWTP:  Installed repaired aerator in Digester 2 Installed pump in Hilly Circle Pump Station Stations with pumps down: Hilly Circle (1) West Main Street (1) Washington Street (2) Industrial Park (1) Jefferson Street (1)  Pump Stations  Sanitation  Picking up litter in Town  Councilwoman Byers asked Public Works Director Wright to elaborate on Mr. Johnnie Boone's flooding problem. Public Works Director Wright stated that the area is being discussed in the RCCP meetings to fix all of the drainage in that  area. 5. Fire Department  Mr. Phillip McNair represented the Fire Department and stated that a representative will come monthly. Mr. McNair then gave the report for the Fire Department. He also reported that the Fire Department will be hosting the State Fireman Association's Meeting, and that Firemen from across the State of North Carolina will be attending. Mr. McNair reminded the Council about meeting at the Department on April 30th at 6:00 p.m. Mayor Roth asked about the status of the  April8, 20241 Town of Plymouth Regular Town Meeting Minutes  Page 4    new building. Mr. McNair gave a description of what had been completed and the heater that is needed. Town Manager Floyd added that the Fire Department would like the Council to come to the Fire Department on the fifth Tuesday of this month. Mr. McNair stated that there will be a tour of the Fire Department and equipment. Counciwoman Byers asked how junior recruitment is coming along. Mr. McNair stated that they have one recruit enrolled and that Beaufort Community College is planning to start a training course at the High School.  Students can be certified for EMT and Firefighterl I.  6. Utility Billing/Tax Collection  The information is included in the agenda packet.  7. Museums  A brief summary report is included in the agenda packet.  VI.  CONSENT AGENDA The Consent Agenda included:  A. CONSIDERATION TO APPROVE THE PROPOSED FEBRUARY 28, 2024 Amotion was made by Counciwoman Teel to approve the February 28, 2024 Meeting Minutes with a second by Counciwoman Byers. The motion passed B. CONSIDERATION TO APPROVE THE PROPOSED BUDGET New sections of the Consent Agenda were changed. While Town Manager Floyd made copies for the Council, Councilwoman Teel made a motion for a seven minute recess with a second by Counciwoman Byers. The motion Upon the end of recess, Finance Officer Wallace explained the changes regarding line items for the amendment. Councilwoman Nixon asked if the money that is being used from the Fund Balance will be replaced. Town Manager Floyd explained that any money that is not used at the end of the fiscal year rolls back into the Fund Balance. After the clarification, a motion to approve Budget Amendment No. 2024-05 was made by Counciwoman Byers with a second by Counciwoman Teel. The motion passed unanimously.  MINUTES  unanimously.  AMENDMENT NO. 2024-05  passed unanimously.  Aprilg, 20241 Town of Plymouth Regular Town Meeting Minutes  Page! 5    C. CONSIDERATION TO APPROVE THE PROPOSED BUDGET Finance Officer Wallace explained that this amendment would increase the travel and training line item for the Governing Body. She reported that during this last quarter she asked how much the Mayor might need, as he often attends meetings. A motion to approve Budget Amendment 2024-06 was made by Councilwoman Teel with a second by Counciwoman Byers. The D. CONSIDERATION TO APPROVE THE PROPOSED BUDGET Finance Officer Wallace explained that this amendment will cover the expense for the dumpsters that will be used during the Town's clean up weekend. A motion was made by Councilwoman Nixon to approve Resolution 2024-07 with a second by Councilwoman Davis. The motion passed  AMENDMENT 2024-06  motion passed unanimously. AMENDMENT 2024-07  unanimously.  E. CONSIDERATION TO APPROVE THE PROPOSED BUDGET  AMENDMENT 2024-08  Town Manager Floyd explained that the purpose of this amendment is for office renovations sO that the Town can comply with DMV specs. After extensive discussion, a motion to table the Proposed Budget Amendment 2024-08 was made by Counciwoman Teel with a second by Counciwoman F. CONSIDERATION FOR APPROVAL OF REAL ESTATE AND PERSONAL  Nixon. The motion passed unanimously. PROPERTY INSOLVENT REQUEST  Town Clerk Wallace explained the explanation for the insolvent request. A motion to approve the Insolvent Request was made by Councilwoman Teel with a second from Councilwoman Nixon. The motion passed unanimously.  VII. OLD BUSINESS  A. DISCUSSION OF STREETSCAPE PROJECT  Town Manager Floyd brought the Council up to date regarding the project and its costs. A motion to table the topic until the Regular May Meeting by Counciwoman Teel with a second by Councilman Tharps. The Motion passed unanimously. There was continued extensive discussion regarding  the project.  April8, 2024 Town of Plymouth Regular Town Meeting Minutes  Page 6    B. DISCUSSION OF HARBOR TOWN CRUISES PROJECT  Town Manager Floyd brought the Council up to date regarding the project and discussed with the Council how the $2,000,000.00 from Harbor Town can be utilized with approval from the Harbor Town Board. A motion was made by Councilwoman Byers to authorize staff to move forward and gather cost estimates and feasibility analysis for the transition of the Fire Station, boardwalks, the park in the center of Town, the lift station and safety behind the buildings with a second by Counciwoman Nixon. The motion passed C. CONSIDERATION TO APPROVE THE PROPOSED RESPONSE TO THE LOCAL GOVERNMENT COMMISSION FOR THE 2022 - 2023 AUDIT FINANCIAL PERFORMANCE INDICATORS OF CONCERN (FPIC) Town Manager Floyd passed out the FPIC to Councilmembers. She stated that the Town had 60 days from the time that the audit was presented to respond to the Local Government Commission about any findings. Town Manager Floyd explained that the Council has to review the response and sign off on it. Town Manager Floyd read the letter. Attorney Isenberg asked if this letter is in response to the audit and if it addresses all of the findings. The answer was yes. A motion was made by Councilwoman Teel to accept the FPIC with the correction of Crystal Hill to Crystal Davis with a second by  unanimously.  Councilwoman Nixon. The motion passed unanimously.  VIII. NEW BUSINESS  A. CONSIDERATION TO SURPLUS CHIEF WILLIAMS' SERVICE WEAPON TO ALLOW THE TOWN TO GIFT ITT TO HIM FOR HIS RETIRMENT Town Manager Floyd stated that a resolution is needed before moving B. CONSIDERATION TO INCREASE ADMINISTRATION CREDIT CARD LIMIT Town Manager Floyd explained that the credit card limit has been $3,000.00 since it was put into place. She continued to explain that with increased costs, iti is hard for staff to constantly pay the bill in time enough to use it again for travel and training and things of that nature. Finance Officer Wallace added that by the time the bill is received, the card might be full, and it might need to be used for something. Mayor Roth asked for some examples of what the card is used for. Finance Officer Wallace stated for supplies, booking hotel rooms for travel and training, ZOOM. Counciwoman Nixon asked how many people are using the card. Finance Officer Wallace stated that she uses ito or  forward and asked that this be postponed. FROM $3,000.00 TO $6,000.00  April8, 2024 Town of Plymouth Regular Town Meeting Minutes  Page7    gives permission for usage. She added that Public Works Director Wright has a credit card as well, but his limit is higher than administration. Finance Officer Wallace explained that timing is also a factor in that a purchase might need to be made between a check run, and the credit card is used. Councilwoman Byers asked what the average monthly bill is. Finance Officer Wallace stated that it is maxed out at $3,000.00. Councilwoman Davis asked about using the credit card for supplies. Finance Officer Wallace explained that we have an account with a business for supplies. She used an example of getting a cell phone or a case because we do not have an account with US Cellular. Finance Officer further explained to Councilwoman Davis that when the credit card is used, it falls under a budgeted line item, and is not used in addition to the budget. Councilwoman Davis asked to look over the items to see what we are using the credit card for. Finance Officer Wallace invited Councilwoman Davis to come by the office sO that she can see the usage. A motion was made by Counciwoman Nixon to table this issue with a second C.C CONSIDERATION TO APPROVE THE PROPOSED NC LEAGUE OF Town Manager Floyd recapped that a few months ago the Council approved a budget amendment for $15,000.00 for recodification of the Code of Ordinances. Town Clerk Wallace added that the Ordinances will also be added to the League's website. Mayor Roth asked how the process works. Town Manager Floyd explained that the ordinances will be updated, brought back to the Council for review, and the Planning Board might be involved as well. After continued discussion, Attorney Isenberg corrected the cost of the contract as being $15,500.00. She also stated that the timeline of the contract will take nine months. A motion to approve the contract was made by Councilwoman Teel with a second by Councilwoman Nixon. The motion passed unanimously. Mayor Roth stated that public input is particularly D.C CONSIDERATON TO APPROVE THE PROPOSED CONTRACT FOR TECHNICAL ASSISTANCE FROM THE ALBEMARLE COMMISSION Town Manager Floyd explained that the contract is for Planning and Zoning. The current contract expires April 30, 2024. The new contract will cost $12,000.00 per year. She further explained that the contract is the same, but the dates are different. A motion was made by Councilwoman Teel to approve the proposed contract with a second by Councilwoman Davis. The motion E. CONSIDERATION TO APPROVE THE NORTH CAROLINA 811, INC.,  by Councilwoman Byers. The motion passed unanimously. MUNICIPALITIES CODIFICATION CONTRACT  important in this process.  passed unanimously.  MEMBERSHIP AGREEMENT  April8, 2024 Town of Plymouth Regular Town! Meeting Minutes  Page8    Public Works Director Wright explained that the agreement needs to be approved sO that the Town can join 811. He explained the cost factors and gave his opinion on the best option, which is that joining 811 will cost much less than having to fix pipes when a company is drilling hits one and the Town has to fix it. Public Works Director Wright stated that this agreement will allow the Town to be notified long before any drilling begins, sO that lines can be marked. Attorney Isenberg suggested that page four of the agreement be changed to read "All matters relating to this Agreement shall be governed by the laws of the State of North Carolina, without regard to its choice of law provisions and venue for any action relating to this Agreement shall be Guilford County Superior Court or the United States District Court for the Middle District of North Carolina" be changed to read Washington County in the Eastern District Federal Court instead of Guilford County". Amotion was made by Councilwoman Byers to approve the NC 811 Membership Agreement as presented with a slight change on Page 4, Paragraph 11, substituting the word Guilford with the word Washington and the word Middle with the word Eastern with a second by Councilwoman Teel. The motion  passed unanimously.  IX. TOWN MANAGER'S REPORT  Town Manager Floyd stated that a resolution for PARTF be added to the agenda sO that the Town can submit the application. A motion to amend the agenda to include Resolution Number 2024-09 PARTF Authorizing Submission of Grant as a subparagraph A under the Town Manager's Report was made by Councilwoman Byers with a second by Councilwoman Teel. Counciwoman Teel asked if notices were sent out for input from the public about changing the name of the park. Town Manager Floyd stated that notices were not sent out; however, Town Manager Floyd reported that the Harbor Town Celebration is scheduled for April 16th. An exact time has not yet been determined. She further reported that it Town Manager Floyd also reported that the RCCP Open House will take place April 23rd from 4:30 to 6:30 that evening. A community night will need to be scheduled. She asked that the Council contact her with dates when they would be available. Mayor Roth asked about a location and asked Town Clerk Wallace about her opinion. Town Clerk Wallace stated that Trumps would be a better location due to the clarity of sound. Mayor Roth pointed out that the meeting will need to be advertised. Town Manager Floyd stated that she will ask for  surveys can be handed out. The motion passed unanimously.  would be either in the morning or near lunchtime.  availability during the week of April 21, 2024.  April8 8, 20241 Town of Plymouth Regular Town Meeting Minutes  Page9    X. TOWN ATTORNEY'S REPORT  Attorney Isenberg stated that she continues to work with staff on different legal issues. She commented about the DMV to bring up to Council how important it is tor make the decisions as far as renovations as she has been copied on communications from the DMV and they are emphasizing how important it is to get a timeline for completion of the facility so they can start training. Attorney Isenberg also stated that the Codification Project calls for a contact person, and she will be willing to be that person should Council decide. She stated that unless she is told to do so explicitly, she will leave that to staff to handle unless  they ask for assistance.  XI. ANNOUNCEMENTS FROM MAYOR AND COUNCIL  Counciwoman Nixon made an announcement about the Windy Acres Farm Petting Zoo in Plymouth, how nice it is and that she would ask the Town to patronize them whether it be children or adults. She also mentioned the new restaurant on Hwy 64 that is located where Little Man used to be. Mayor Roth announced that Mr. James Williams has put together an event scheduled for Saturday, April 20th. The event is a re-enactment for colored troops that fought and died during the Battle of Plymouth. Councilwoman Davis asked for clarification of whether or not the troops that were slaughtered were a part of the Massacre. Mayor Roth stated that he will ask Mr. Williams to write up a Counciwoman Nixon also reported that youth need to learn about Artificial  synopsis.  Intelligence (AI). She will announce further details in the future.  XII. CLOSED SESSION  A motion was made by Councilwoman Teel to go into Closed Session under $143-31.11(a)(3) to consult with an attorney employed or retained by the public body in order to preserve the attorney-client privilege between the attorney and the public body, which privilege is hereby acknowledged and $143-318.11(a)6) to consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of an individual public officer or employee or prospective public officer or employee; or to hear or investigate a complaint, charge, or grievance by or against an individual public officer or employee. General personnel policy issues may not be considered in a closed session after a five minute recess with a second by  Councilwoman Byers. The motion passed unanimously.  April8, 2024 Town of Plymouth Regular Town Meeting Minutes  Page. 10    XIII. OPEN SESSION  Ar motion to recess the meeting and reconvene Thursday, April 11, 2024 at 6:00 p.m. in the Council Chambers to continue the Closed Session discussion was made by Councilwoman Teel with a second by Counciwoman Nixon. The motion  passed unanimously, and the meeting was recessed.  Respectfully submitted,  -  Brian A. Roth Mayor  woQu Wallace Clerk  Ae  April8, 2024 Town of Plymouth Regular Town Meeting Minutes  Page. 11